We are the
South West London Recruitment Hub
We’re your dedicated recruitment partner, uniting the expertise of recruitment teams across Croydon Health Services, Epsom & St Helier, Kingston and Richmond, and St George’s Hospitals. This joined-up approach creates a more consistent, efficient and people-centred recruitment experience across South West London. At every stage of the process, we focus on making hiring easier for managers and smoother for candidates. Our team offers clear, expert guidance from advert to onboarding. Our goal is simple: help you attract, select and welcome the right people, so you can focus on delivering great care.
How to use this toolkit:
Recruitment can feel complicated - from vacancy approvals to pre-employment checks, there’s a lot to navigate. This toolkit is designed to guide you through the process step by step, so you can fill your vacancy efficiently and effectively. Think of this as a practical set of prompts, tips, and checklists to help you run a smooth, fair, and engaging recruitment process.
Info
Table of contents
Please click on the arrows to navigate to your chosen section.
Making an offer & pre-employment checks
Vacany approval
Final offer, start date & induction
Advertising your job
AI in recruitmemt
Shortlisting candidates
Get in touch
The interview process
Step 1
How do I recruit to a vacancy?
The recruitment process:
Vacancy control
Before we can advertise a role, your vacancy needs to be approved through your Trust’s vacancy-control process.
Job advertised
Vacancy request
Shortlisting and interview
Enter the vacancy request on Trac
01
How to rasie a vacancy request on Trac
Offer made
Vacancy approval
Employments checks
Check your Trust’s vacancy-control process
01
Welcoming new starter
Your Trust HR team will be best suited to share more details about this process with you.
Step 2
Advertising your vacancy
Now that your role’s approved, it’s time to get it in front of the right people. Before you start drafting the advert, there are a few simple steps to make sure everything’s accurate, inclusive, and ready to go live:
03
01
02
Advertising your role
Prepare the JD and PS
Write the job advert
Helpful pointers on how to write a:
Job Advert
Adverts must not discriminate against the 9 protected characteristics under the Equality Act 2010.
Person Specification
For additional support with writing your job advert, please contact our Communications and Marketing Manager.
E: katherine.bevan6@nhs.net
Step 3
Shortlisting candidates
How to shortlist on Trac
What happens once your advert closes:
Once your advert closes, your Recruitment Advisor will move your vacancy to 'Shortlisting' on Trac. This is your cue to start reviewing applications using the scoring system you set up at the start of the process.
You should aim to complete shortlisting within three days of the advert closing.
How to score each candidate
What is the Guranteed Interview Scheme?
Longlisting vs. shortlisting
If no suitable candidate is found
Step 4
Interviewing candidates
Hiring manager responsibilities:
01
Set your interview date
02
Add the details to Trac
Interviews are your chance to meet the people behind the applications and understand what they could bring to your team. Your role is to make the process clear, fair, and welcoming so every candidate can show their best.
03
Organise your panel
Interview assessments
04
Run the interview
Interview panels
05
Upload your notes
Interview FAQs
Step 5
Making an offer
You’re nearly at the finish line. Once interviews are complete, it’s important to wrap things up quickly and fairly so candidates feel informed, and excited about joining your team. A structured approach here also helps us meet NHS employment standards and avoid delays.
Hiring manager responsibilities:
Let candidates know the outcome
01
Reflecting the interview outcome on Trac
02
Issue conditoinal offer letter
Move your successful candidate to offer
04
03
Step 6
Pre-employment checks are simply our way of making sure every new starter meets the essential requirements for their role. In the NHS, we follow six national employment check standards — these outline the checks we must complete before anyone can join our teams.
Pre-employment checks
01
02
Right to work
Identity
Professional registration and qualifications
03
04
References
05
06
Occupational health
DBS
Withdrawing an offer
What we do at this stage
Employment standards and regulation
References guidance
Step 7
Final offer, start date & induction
What you’ll need to do as the hiring manager:
Confirm the start date: Once you’ve agreed a start date with your candidate, let your Recruitment Advisor know so we can update Trac and trigger the next steps.
Once all pre-employment checks are complete, we’re ready to confirm the start date, issue the contract, and get everything in place for a smooth, welcoming first day.
Plan their first day: Make sure your new colleague knows:
- Where to go
- Who to ask for
- What time to arrive
What the SWL Recruitment Hub will do:
We’ll take care of the essentials behind the scenes:
- Confirm the start date in Trac, once you’ve agreed it with the candidate.
- Issue the contract of employment.
- Add the new starter to ESR/payroll.
Complete ID & Right to Work checks You must check original ID documents in person on Day 1.
This is a legal requirement and confirms that the person starting is the same person interviewed and hired.
Tooltip
AI in recruitment
AI tools like ChatGPT, Copilot, Claude, and Gemini are creating new ways for people to put their best foot forward when applying for roles. As these tools become part of everyday working life, candidates are increasingly using them in applications and interviews. For hiring managers, the key is understanding what this means for recruitment and making sure our processes stay rigorous, fair, and human.
Our stance on AI in the recruitment process
We know candidates may choose to use AI tools when applying for roles, and we can’t (and shouldn’t) completely stop that. Instead, our focus is on ensuring the recruitment process remains fair, transparent, and focused on genuine skills and experience.
View our AI Toolkit for Hiring Managers
Frequently asked questions
Please see below for answers to some common enquiries we receive from hiring managers and what you can do to resolve them.
Interviews
Vacancy Management & Advertising
Employment Checks & Onboarding
Trac System Actions
If you have a more specific question, please reach out.
Useful documents
Click on the plus icon below, to view the appropriate contact details for your Trust.
St George's Univerisity Hospitals
Croydon Health Services
Recruitment Hub Senior Leadership Team
Epsom and St Helier
Kingston and Richmond
Key contacts
Get in touch
Escalation framework
If you have any thoughts, comments or feedback on this toolkit, we’d love to hear from you.
Please share your feedback at: katherine.bevan6@nhs.net
Accessibility statement:
Follow us on socials
Contact us
Email: krft.askrecruitment@nhs.net
Tel: 0208 296 4045 Opening hours:
Monday to Friday 9.00am to 5.00pm
If you need this document in an alternative format, or require any adjustments to support your accessibility needs, please contact us at: katherine.bevan6@nhs.net
Version: 1.0 Date Created: 27/11/25
What you’ll need to do as the hiring manager
1. Confirm the start date
Once you’ve agreed a start date with your candidate, let your Recruitment Advisor know so we can update Trac and trigger the next steps.
2. Plan their first day
Make sure your new colleague knows:
- Where to go
- Who to ask for
- What time to arrive
3. Complete ID & Right to Work checks
You must check original ID documents in person on Day 1.
This is a legal requirement and confirms that the person starting is the same person interviewed and hired.
For further guidance, please click here
Set your interview date
- Book venue and your interview dates(s).
- Aim to give candidates at least one week's notice — this helps attendance and supports fairness.
- If you need to arrange multiple dates, keep the format consistent so every candidate has the same experience.
Tip: Add the date to the advert if you can — it boosts attendance and helps candidates plan.
Interview panels guidance
Panel composition:
- Interviews must have at least two panel members, including the line manager.
- For interviews over multiple days, the same panel members should participate.
Diversity requirements:
- For Band 7+, a Recruitment and Inclusion Speciliast (RIS) panel member must attend.
- The Hub can help source a RIS.
Panel qualifications:
Panel members must be suitably qualified to assess candidates’ skills, knowledge, and suitability. Members should have up-to-date recruitment and selection knowledge (training is available if needed).Panel members must be of a higher grade than the role being interviewed, except when including the outgoing post-holder. For nursing posts, at least one panel member must be a registered nurse of a higher grade.
Conditional offer letters
What we do
Once you have moved the vacancy to offer, the SWL Recruitment Hub will usually send the conditional offer letter within two working days.
What candidates need to know
Conditional offers depend on all pre-employmewnt checks being completed. Please advise candidates not to resign from their current role until they receive an unconditional offer.
Flexible working
If you’ve agreed any flexible working arrangements, let us know so we can update the contract before it’s issued.
Occupational health checks
Occupational Health checks help us understand whether a candidate is fit and safe to carry out the role they’ve been offered. They’re not about excluding people — they’re about making sure we support them properly from day one.
These checks also help prevent work-related illness, injuries, and the spread of infection across our services.
Why this matters:
Health assessments play a key role in:
- Identifying early on if a candidate has a health condition or disability that may need adjustments.
- Making sure the workplace is set up so they can work safely and comfortably.
- Highlighting where certain tasks may need restrictions — for example, exposure-prone procedures (EPPs) for staff with certain blood-borne viruses.
How it works
1. Cority/Mediwork sends the candidate a health questionnaire as soon as their conditional offer is made.
2. The candidate completes it online and provides any relevant information.
3. If needed, Occupational Health may:
o Invite the candidate to an assessment
o Request evidence of immunisations
o Discuss any adjustments or restrictions that might help them perform the role safely
4. Once cleared, the check is marked as complete and we move one step closer to agreeing a start date.
Who to contact: Croydon Health Services
Farha Malik Team leader farha.malik@nhs.net
Rachel Baichoo Team leader rbaichoo@nhs.net
Check your Trust’s vacancy-control process
Each Trust has its own approval route. Your HR team can confirm what documents or sign-offs you’ll need.
HR contact details:
ESTH: SGUH: KRFT CHS:
Add the details to Trac
Once you move your vacancy to Interview, you’ll be prompted to enter:Complete all required fields and click Confirm.The SWL Recruitment Hub will then send candidates an email inviting them to book their preferred slot.
Professional registration and qualifications
Before any registered healthcare professional starts with us, we must check their registration with the appropriate regulatory body (such as the NMC, HCPC, or GMC).
This protects patients, colleagues, and the Trust.
Here's what the check confirms:
- Their registration is clear — with no restrictions that would prevent them from doing the job.
- There are no ongoing fitness-to-practise investigations we need to be aware of.
- There are no alerts about them on the Healthcare Professional Alert Notice (HPAN) system.
The Recruitment Hub does not validate certificates.
How to write a person specification
AND NOT DISCRIMINATE - E.G. NUMBER OF YEARS OF EXPERIENCE
Pre-employment checks: Roles & responsibilities
Before any confirmed offer, the following checks must be completed:
Identity verification – recruitment team Right to work in the UK – recruitment teamDBS check (if applicable) – recruitment completes; manager reviews/approves any issuesProfessional registration/qualifications (if applicable) – recruitment teamOccupational Health clearance – recruitment and occupational health teamEmployment history/references – recruitment requests; manager approves
Do's and don'ts
Speak directly to the candidate (“you will…”)
Writing your job advert
Use plain English — avoid jargon and acronyms
Your job advert is your shop window — it should be clear, inviting, and candidate-focused.
Highlight benefits (e.g., development, flexible working, team culture)
Key elements to include:
Include interview date if possible. This improves attendance
Job title and grade
Main responsibilities (impact of the role, not just tasks)
Copy and paste the job description
Team or ward profile (insight into people and culture)
Use vague phrases like “dynamic environment” without context
Contact details for informal questions
Closing and interview dates
Overload with long paragraphs — keep it short and scannable
Try:
“In this role, you’ll develop your leadership skills while overseeing a team of junior staff.”
Instead of:
“In this role, you’ll manage a team.”
Think about why a candidate should choose your role over others.
Interview assessments – What managers need to know
Common assessment options
Alongside a structured interview, you may choose to include additional activities to test skills that can’t easily be assessed through questions alone.
Presentations
- To assess communication, analysis and confidence.
Why use assessments?
Group exercises
- To observe teamwork, leadership and problem-solving.
Assessments help you understand a candidate’s real-world ability to perform key parts of the job.
They should always:
Written scenarios or case studies
- Useful for roles requiring decision-making or written communication.
- Link directly to the person specification
- Be relevant, fair, and free from bias
- Measure skills that an interview cannot reliably assess
Important principles
Psychometric tests
- Occasionally used to explore personality preferences or cognitive ability (ensure they are appropriate and validated).
- Choose methods that directly align with the job’s duties and competencies.
- Let candidates know in advance what assessments they will complete — this is included in the interview invitation.
- Ensure all tools and activities are consistent for every candidate.
- Anything you use must be able to be justified if challenged.
Practical skills tests
- Ideal for assessing hands-on skills such as IT proficiency, telephone handling or manual tasks.
Support from the Recruitment Team
Managers are welcome to design their own assessments, and the Recruitment Team is available to offer guidance and share best-practice advice.
The Guaranteed Interview Scheme
If a candidate:- Has declared a disability
- Is a member of the armed forces
- Is eligable for redployment
…and they meet all essential criteria, they must be invited to interview, regardless of their total score. Any reasonable adjustments must be made for them to attend.
Your job advert is your shop window — it should be clear, inviting, and candidate-focused.
Writing your job advert
Key elements to include:
Do's and don'ts
Speak directly to the candidate (“you will…”)
Use plain English — avoid jargon and acronyms
Highlight benefits (e.g., development, flexible working, team culture)
Include interview date if possible. This improves attendance
Copy and paste the job description
Use vague phrases like “dynamic environment” without context
Overload with long paragraphs — keep it short and scannable
Job title and grade
Main responsibilities (impact of the role, not just tasks)
Team or ward profile (insight into people and culture)
Contact details for informal questions
Closing and interview dates
Think about why a candidate should choose your role over others.
Instead of:
“In this role, you’ll manage a team.”
Try:
“In this role, you’ll develop your leadership skills while overseeing a team of junior staff.”
References
- References will be requested as per Trust policy for external stafff.
- Appointing managers must approve references in Trac within 48 hours.
- If you would like more clarity on the reference received, click on 'Request clarification', to notify a member of our recruitment team.
Prepare the job description and person specification
Job description: Review to ensure it is up to date, relevant, and band-matched according to the role’s terms and conditions.
Person specification: Clearly separate essential and desirable criteria to make shortlisting fair and consistent.
A clear, up-to-date job description and person specification set expectations for candidates and make shortlisting smoother.
Prepare the job description and person specification
Job description: Review to ensure it is up to date, relevant, and band-matched according to the role’s terms and conditions.
Person specification: Clearly separate essential and desirable criteria to make shortlisting fair and consistent.
A clear, up-to-date job description and person specification set expectations for candidates and make shortlisting smoother.
Withdrawing an Offer
An offer of employment can be withdrawn at any stage of the pre-employment checks if there is a valid concern.
Common reasons include:
- Missing or invalid ID or right-to-work documents.
- Unsatisfactory DBS disclosure.
- Concerning references (e.g., safeguarding issues or ongoing/recent disciplinary matters).
- Sickness absence levels that trigger action under the Trust’s policy.
- Inability to verify employment history.
- Concerns about honesty or conflicting information between the application, interview, or checks.
- The applicant becomes unresponsive during the process.
Process: The recruiting manager must call the applicant to explain the withdrawal. The recruitment team will then issue a written withdrawal letter confirming the reason.
How to write a job advert
You may see candidates sitting in two areas:
Where you score and make decisions.
Shortlisting
VS
Longlisting
Candidates automatically land here while the advert is live.
Candidates who require sponsorship will often remain in longlisting by default. If you want to consider these candidates, ask your Recruitment Advisor — we’ll move them into the shortlisting area for you.
Senior leadership team at The Hub
Head of resourcing
Asad Beg
asad.beg2@nhs.net
Operations and International Recruitment Manager
Omer Faredi
omer.faredi@nhs.net
Ope Akinboluwajo
o.akinboluwajo1@nhs.net
Senior Resourcing Team Leader
Communications and Marketing Manger
Katherine Bevan
katherine.bevan6@nhs.net
Business and Compliance Manager
alisha.nadesan1@nhs.net
Alisha Nadesan
Idenity checks
Verifying ID is the most important of all the employment checks.
The identity check starts as soon as a conditional offer is made.
- We use TrustID digital verification software to authenticate original documents.
- If digital verification isn’t possible, we’ll complete the check face-to-face instead.
Most candidates will need to provide:
- A full list of acceptable documents can be found here.
- DBS checks can only begin once identity is fully verified.
And finally — every single new starter must complete an identity check. There are no exceptions.
Right to Work
Checking that someone is legally allowed to work in the UK
A Right to Work check confirms whether a candidate has the legal permission to work in the UK. It’s a legal requirement, and no one can start in post until this check is fully complete.
How the check is done:
- We run RTW checks using Identity Document Validation Technology (IDVT).
- Candidates upload their documents through TrustID, or attend a face-to-face appointment if digital verification isn’t possible.
If a candidate doesn’t currently have the right to work:
- Some candidates may be eligible for a Certificate of Sponsorship (CoS) so they can apply for a Skilled Worker visa — this depends on the role and the available budget.
- Once a CoS is issued, it’s up to the candidate to apply for their visa.
- NHS organisations cannot influence how long UKVI takes to process visa applications.
- We ask candidates to submit their visa application as soon as possible and keep you updated throughout.
Share codes (for non-British / non-Irish citizens)
If a candidate isn’t a British or Irish citizen, they must generate a share code from the Home Office website.
- It’s the candidate’s responsibility to generate the share code.
- They’ll be prompted to enter it into the TrustID portal using the link sent by the Hub.
- The Hub must validate the share code before a start date can be agreed.
Professional registration and qualifications
Before any registered healthcare professional starts with us, we must check their registration with the appropriate regulatory body (such as the NMC, HCPC, or GMC).
This protects patients, colleagues, and the Trust.
Here's what the check confirms:
- Their registration is clear — with no restrictions that would prevent them from doing the job.
- There are no ongoing fitness-to-practise investigations we need to be aware of.
- There are no alerts about them on the Healthcare Professional Alert Notice (HPAN) system.
The Recruitment Hub does not validate certificates.
Move your successful candidate to offer
Before clicking “Confirm” in Trac, double-check:
- Contract type
- Weekly hours
- Salary and banding
- Interview paperwork attached
- Any part-time / flexible working discussions
If your offer is above the authorised WTE, Trac will automatically prompt you for additional approval. Once everything looks right, move the vacancy to Offer — this triggers the Hub to send the conditional offer letter.
Right to Work
Checking that someone is legally allowed to work in the UK
A Right to Work check confirms whether a candidate has the legal permission to work in the UK. It’s a legal requirement, and no one can start in post until this check is fully complete.
How the check is done:
- We run RTW checks using Identity Document Validation Technology (IDVT).
- Candidates upload their documents through TrustID, or attend a face-to-face appointment if digital verification isn’t possible.
If a candidate doesn’t currently have the right to work:
- Some candidates may be eligible for a Certificate of Sponsorship (CoS) so they can apply for a Skilled Worker visa — this depends on the role and the available budget.
- Once a CoS is issued, it’s up to the candidate to apply for their visa.
- NHS organisations cannot influence how long UKVI takes to process visa applications.
- We ask candidates to submit their visa application as soon as possible and keep you updated throughout.
Share codes (for non-British / non-Irish citizens)
If a candidate isn’t a British or Irish citizen, they must generate a share code from the Home Office website.
- It’s the candidate’s responsibility to generate the share code.
- They’ll be prompted to enter it into the TrustID portal using the link sent by the Hub.
- The Hub must validate the share code before a start date can be agreed.
Score each candidate
Open each application in Trac and score it using the points you assigned earlier.
- Score only against the criteria in your person specification
- Take notes, keeping them factual and evidence-based
- Don’t introduce new criteria or change the weighting mid-way through
You’ll need to agree a cut-off score. The candidates with the highest overall scores — can then be invited to interview.
Upload your notes
After the interviews:- Upload your interview notes to Trac
- Record scores and outcomes clearly
- Make sure decisions are evidence-based and linked to your scoring framework
This keeps the process transparent, protects you and your candidates, and ensures we can move quickly to the offer stage.
Your job advert is your shop window — it should be clear, inviting, and candidate-focused.
Step 3
Writing your job advert
Key elements to include:
Do's and don'ts
Speak directly to the candidate (“you will…”)
Use plain English — avoid jargon and acronyms
Highlight benefits (e.g., development, flexible working, team culture)
Include interview date if possible. This improves attendance
Copy and paste the job description
Use vague phrases like “dynamic environment” without context
Overload with long paragraphs — keep it short and scannable
Job title and grade
Main responsibilities (impact of the role, not just tasks)
Team or ward profile (insight into people and culture)
Contact details for informal questions
Closing and interview dates
Think about why a candidate should choose your role over others.
Instead of:
“In this role, you’ll manage a team.”
Try:
“In this role, you’ll develop your leadership skills while overseeing a team of junior staff.”
What the SWL Recruitment Hub will do
We’ll take care of the essentials behind the scenes:
- Confirm the start date in Trac, once you’ve agreed it with the candidate.
- Issue the contract of employment.
- Add the new starter to ESR/payroll.
Important: Candidates won’t receive IT logins or Smartcard access until the start date is booked in Trac and the hire has fully completed. Each Trust has its own lead times, so please allow plenty of notice.
Criminal record (DBS) checks
A DBS check provides information about a person’s criminal record history.
The level of check required will have been agreed at the approval stage, so it’s important this matches the role to avoid delays.
What you need to know:
- DBS applications can be completed before the ID check is finalised.
- Overseas candidates will also need a local police check from the country they’ve lived in.
- Some candidates may be on the DBS Update Service, which allows quick online status checks without needing a new certificate.
In exceptional circumstances, a risk assessment can be completed to allow someone to start earlier — but only if:
- The DBS check is already in progress, and your Trust HR team approves it.
If a candidate declares a conviction, please complete a positive disclosure risk assessment with your HR team.
If no suitable candidate is found
Don’t worry — it happens.
Just contact the SWL Recruitment Hub and we’ll explore next steps together, such as:- Re-advertising
- Amending the job description
- Bespoke or targeted recruitment support
If a vacancy has been re-advertised more than twice, it is considered hard to fill.
Please contact Katherine, our Communications and Marketing Manager to discuss how we can support you in successfully filling the role.
E: katherine.bevan6@nhs.net
Who to contact: St George's Hospital
David Ezekwelu Team leader david.ezekwelu2@nhs.net
Grace Okeke Team leader grace.okeke1@nhs.net
Informing candidates of the interview outcome
Be clear about the timeline
Let all candidates know when to expect a decision - especially if you expect there to be any sort of delay.
Make the calls
Contact both successful and unsuccessful candidates by telephone to advise them of the outcome and offer to provide any feedback.
Update Trac
Please update Trac within two working days of the interviews. This helps us move quickly with offers and candidate communication.
Idenity checks
Verifying ID is the most important of all the employment checks.
The identity check starts as soon as a conditional offer is made.
- We use TrustID digital verification software to authenticate original documents.
- If digital verification isn’t possible, we’ll complete the check face-to-face instead.
Most candidates will need to provide:
- A full list of acceptable documents can be found here.
- DBS checks can only begin once identity is fully verified.
And finally — every single new starter must complete an identity check. There are no exceptions.
What you’ll need to do as the hiring manager
1. Confirm the start date
Once you’ve agreed a start date with your candidate, let your Recruitment Advisor know so we can update Trac and trigger the next steps.
2. Plan their first day
Make sure your new colleague knows:
- Where to go
- Who to ask for
- What time to arrive
3. Complete ID & Right to Work checks
You must check original ID documents in person on Day 1.
This is a legal requirement and confirms that the person starting is the same person interviewed and hired.
For further guidance, please click here
Who to contact: Kingston and Richmond
David Ezekwelu Team leader david.ezekwelu2@nhs.net
Grace Okeke Team leader grace.okeke1@nhs.net
References
- References will be requested as per Trust policy for external stafff.
- Appointing managers must approve references in Trac within 48 hours.
- If you would like more clarity on the reference received, click on 'Request clarification', to notify a member of our recruitment team.
Who to contact: Epsom and St Helier
Farha Malik Team leader farha.malik@nhs.net
Rachel Baichoo Team leader rbaichoo@nhs.net
Run the interview
During the interview:- Welcome each candidate warmly — interviews can be nerve-wracking.
- Take clear, detailed notes throughout.
- Score each candidate consistently using the same scoring system for every question.
- Stick closely to your questions to make sure everyone has an equal opportunity to shine.
Occupational health checks
Occupational Health checks help us understand whether a candidate is fit and safe to carry out the role they’ve been offered. They’re not about excluding people — they’re about making sure we support them properly from day one.
These checks also help prevent work-related illness, injuries, and the spread of infection across our services.
Why this matters:
Health assessments play a key role in:
- Identifying early on if a candidate has a health condition or disability that may need adjustments.
- Making sure the workplace is set up so they can work safely and comfortably.
- Highlighting where certain tasks may need restrictions — for example, exposure-prone procedures (EPPs) for staff with certain blood-borne viruses.
How it works
1. NLPSS sends the candidate a health questionnaire as soon as their conditional offer is made.
2. The candidate completes it online and provides any relevant information.
3. If needed, Occupational Health may:
o Invite the candidate to an assessment
o Request evidence of immunisations
o Discuss any adjustments or restrictions that might help them perform the role safely
4. Once cleared, the check is marked as complete and we move one step closer to agreeing a start date.
Criminal record (DBS) checks
A DBS check provides information about a person’s criminal record history.
The level of check required will have been agreed at the approval stage, so it’s important this matches the role to avoid delays.
What you need to know:
- Online DBS forms must be completed by the candidate, after their NHS ID check is verified.
- Overseas candidates will also need a local police check from the country they’ve lived in.
- Some candidates may be on the DBS Update Service, which allows quick online status checks without needing a new certificate.
In exceptional circumstances, a risk assessment can be completed to allow someone to start earlier — but only if:
- The DBS check is already in progress, and your Trust HR team approves it.
If a candidate declares a conviction, please complete a positive disclosure risk assessment with your HR team.
Pre-employment checks: Roles & responsibilities
Before any confirmed offer, the following checks must be completed:
Identity verification – recruitment team Right to work in the UK – recruitment teamDBS check (if applicable) – recruitment completes; manager reviews/approves any issuesProfessional registration/qualifications (if applicable) – recruitment teamOccupational Health clearance – recruitment and occupational health teamEmployment history/references – recruitment requests; manager approves
Creating a vacancy
To begin, you must enter the vacancy request on Trac, with the recruitment team assisting where necessary. The minimal information below needs o be entered to request authorisation:
You'll find guidance on:
You'll find guidance on:
Vacancy approvals → how to get roles signed off and ready for advertising
Advertising a job → writing effective adverts that attract the right candidates
Shortlisting → reviewing applications fairly and efficiently
Interviews → running structured, consistent interviews
Making an offer → communicating with candidates and updating TRAC
Employment checks → NHS pre-employment standards
Start date & induction → ensuring your new starter is welcomed successfully
AI in recruitment → What to do if you suspect a candidate has used AI
Organise your panel
A strong, fair panel makes all the difference.- You’ll need at least two interviewers to reduce bias and ensure consistency.
- Include assessments or practical tasks if they help you measure the skills that matter most.
- Prepare your interview questions and scoring criteria in advance.
Reflecting the interview outcome on Trac
Ensure you reflect the outcome of the interview on Trac.
The KPI for managers to upload the interview outcome to Trac is two days.
- Unsuccessful candidates should be marked as 'Rejected'
- Candidates who did not attend should be marked as 'Did not attend'
- Candidates you would like to keep in reserve should be moved to 'Move to Offer: Reserve'
- Successful candidate should be moved to 'Offer Pending'
After completing the above, 'Move the vacancy to offer.'
For futher guidance, click here
Our stance on AI in the recruitment process
We know candidates may choose to use AI tools when applying for roles, and we can’t (and shouldn’t) completely stop that. Instead, our focus is on ensuring the recruitment process remains fair, transparent, and focused on genuine skills and experience.
Why this matters
Values
Fairness
Authenticity
Trust
Applications and interviews reflect a person’s own skills and potential.
Every candidate competes on equal terms.
Supports transparent, inclusive hiring.
Clear guidance helps candidates feel informed and respected.
Advertising your role
Once your role is approved, it’s time to share it with potential candidates.
- Standard advertising: All vacancies are posted on NHS Jobs for two weeks.
- Confirmation: When your advert goes live, you’ll receive an email confirming the advertising and closing dates.
- Tracking applications: As the hiring manager, you can review and manage applications at any time through Trac.
Pre‑publication checklist:
Before your advert goes live, make sure:
Hard‑to‑fill vacancies
Job title, grade, location, team, and contact details are included Language is clear, engaging, and candidate‑focused The opening line captures attention Interview date is listed (if available) The advert has been reviewed for equality and inclusivity compliance
If a role does not attract sufficient candidates after being advertised multiple times, it will be classed as hard‑to‑fill. Please inform us as we can advise on targeted strategies and arrange bespoke advertising to reach the right audience.
Interview FAQs
View more FAQs
Who can move the vacancy to interview on Trac?
- Only the individual listed as the Lead Shortlister can move the vacancy to interview (ie. set up the interviews on the system.
What is an interview pack and where can I locate this?
- An interview pack consists of the following:
- Interview schedule (ie., the times candidates have booked on to)
- Job description and personal specification.
- Candidate information such as contact details, personal details and their full application.
- Interview scoring sheet and relevant attachments such as employer's local instructions.
- Trac will notify the panel by email that the interview pack is ready to be downloaded. You can download this interview pack by logging on to Trac.
What do I need to consider when interviewing candidates with a disability/ or require adjustments?
- It is important that you remember the following when interviewing a candidate with disabilities:
- Questions relating to a candidate’s disability or personal circumstances should not be asked unless they relate to the candidate’s ability to perform the role.
- It is suggested that the minimum time for an interview should be 30 minutes. Candidates with disabilities should be provided with the right conditions to undertake the interview and any tests, with reasonable adjustments (e.g. allowing extra time) if required.
A comprehensive record, with the reasons for the decisions made, should be kept for each interview conducted. This record of interviews could be important evidence in defence of any subsequent allegation of discrimination and should be kept on file for one year. Please note, candidates can request to see all the information held on them, including all interview notes.
Withdrawing an Offer
An offer of employment can be withdrawn at any stage of the pre-employment checks if there is a valid concern.
Common reasons include:
- Missing or invalid ID or right-to-work documents.
- Unsatisfactory DBS disclosure.
- Concerning references (e.g., safeguarding issues or ongoing/recent disciplinary matters).
- Sickness absence levels that trigger action under the Trust’s policy.
- Inability to verify employment history.
- Concerns about honesty or conflicting information between the application, interview, or checks.
- The applicant becomes unresponsive during the process.
Process: The recruiting manager must call the applicant to explain the withdrawal. The recruitment team will then issue a written withdrawal letter confirming the reason.
Interview FAQs
View more FAQs
Who can move the vacancy to interview on Trac?
- Only the individual listed as the Lead Shortlister can move the vacancy to interview (ie. set up the interviews on the system.
What is an interview pack and where can I locate this?
- An interview pack consists of the following:
- Interview schedule (ie., the times candidates have booked on to)
- Job description and personal specification.
- Candidate information such as contact details, personal details and their full application.
- Interview scoring sheet and relevant attachments such as employer's local instructions.
- Trac will notify the panel by email that the interview pack is ready to be downloaded. You can download this interview pack by logging on to Trac.
What do I need to consider when interviewing candidates with a disability/ or require adjustments?
- It is important that you remember the following when interviewing a candidate with disabilities:
- Questions relating to a candidate’s disability or personal circumstances should not be asked unless they relate to the candidate’s ability to perform the role.
- It is suggested that the minimum time for an interview should be 30 minutes. Candidates with disabilities should be provided with the right conditions to undertake the interview and any tests, with reasonable adjustments (e.g. allowing extra time) if required.
A comprehensive record, with the reasons for the decisions made, should be kept for each interview conducted. This record of interviews could be important evidence in defence of any subsequent allegation of discrimination and should be kept on file for one year. Please note, candidates can request to see all the information held on them, including all interview notes.
How do I upload the interview scores on Trac please?
You can only upload interview notes when viewing an individual applicant. Make sure you only upload documents that belong to that applicant.
- Click Manage application on the correct applicant.
- Move the applicant to the correct outcome (e.g., Offer: Reserve, Offer: Pending, Rejected, Withdrawn).
- Note: You cannot upload interview notes when moving someone to Did not attend.
- Click Choose file / Browse and upload the interview notes.
- Tick Convert file to PDF if you want Trac to convert the document.
- Add a short comment if needed, then click Confirm.
Uploading interview notes for every interviewed applicant is a mandatory requirement.
When conducting a remote interview, who is responsible for sending out the direct MS Teams/Skype/Zoom link to the candidates?
The lead interview panel member or hiring manager is responsible for setting up and sending our links for virtual interviews to candidates for interviews. We advise that you send these links at least 48 hours prior to the interview date to allow ample notice for candidates.
How can I check the status of my candidate’s employment checks?
You can check whether your candidate has completed their employment checks by logging onto Trac, where you, as a manager will be able to view the information relating to your specific post and the progress of the pre-employment checks.
How can I re-advertise a vacancy due to not enough suitable candidates?
To re-advertise a vacancy that has closed please use the Trac communication portal to email your recruitment advisor directly.
What should I do if I need to close a vacancy early due to a high volume of applicants?
If you need to close a vacancy early, please contact your Recruitment Advisor.
How can I transfer a vacancy to a new manager?
To transfer vacancies to a different hiring manager please contact your Recruitment Advisor.
How can I ensure the recruitment process goes as smoothly as possible?
- Share information you receive from your candidate with the recruitment team via the communications tab on Trac.
- Change your candidate’s Trac status to ‘offer’ as soon as possible after the interview date
- Approve references on Trac within 48 hours of being notified by the recruitment team
- For roles where hiring managers need to suggest a start date, ensure you’ve contacted the candidate and arranged a start date within 48 hours of the pre-employment checks being completed. You will know that you need to agree a start date when you receive an email from a Trac generated account with the subject heading ‘Start Date Required’.
How can I re-activate an application that ended up in rejected on Trac, by error?
To re-activate applications please contact your Recruitment Advisor.
How do I move a candidate to offer reserve?
To move a candidate into a reserve stage following interview you can follow this handy Trac guide.
How can I be named as the lead shortlister so that I can move the vacancy to interview?
This request can be actioned but it must come from the lead hiring manager. Please contact your Recruitment Advisor.
I require Trac training, how do I book onto this?
practical guide to recruitment
South West London Recruitment Hub
Created on October 29, 2025
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Transcript
We are the
South West London Recruitment Hub
We’re your dedicated recruitment partner, uniting the expertise of recruitment teams across Croydon Health Services, Epsom & St Helier, Kingston and Richmond, and St George’s Hospitals. This joined-up approach creates a more consistent, efficient and people-centred recruitment experience across South West London. At every stage of the process, we focus on making hiring easier for managers and smoother for candidates. Our team offers clear, expert guidance from advert to onboarding. Our goal is simple: help you attract, select and welcome the right people, so you can focus on delivering great care.
How to use this toolkit:
Recruitment can feel complicated - from vacancy approvals to pre-employment checks, there’s a lot to navigate. This toolkit is designed to guide you through the process step by step, so you can fill your vacancy efficiently and effectively. Think of this as a practical set of prompts, tips, and checklists to help you run a smooth, fair, and engaging recruitment process.
Info
Table of contents
Please click on the arrows to navigate to your chosen section.
Making an offer & pre-employment checks
Vacany approval
Final offer, start date & induction
Advertising your job
AI in recruitmemt
Shortlisting candidates
Get in touch
The interview process
Step 1
How do I recruit to a vacancy?
The recruitment process:
Vacancy control
Before we can advertise a role, your vacancy needs to be approved through your Trust’s vacancy-control process.
Job advertised
Vacancy request
Shortlisting and interview
Enter the vacancy request on Trac
01
How to rasie a vacancy request on Trac
Offer made
Vacancy approval
Employments checks
Check your Trust’s vacancy-control process
01
Welcoming new starter
Your Trust HR team will be best suited to share more details about this process with you.
Step 2
Advertising your vacancy
Now that your role’s approved, it’s time to get it in front of the right people. Before you start drafting the advert, there are a few simple steps to make sure everything’s accurate, inclusive, and ready to go live:
03
01
02
Advertising your role
Prepare the JD and PS
Write the job advert
Helpful pointers on how to write a:
Job Advert
Adverts must not discriminate against the 9 protected characteristics under the Equality Act 2010.
Person Specification
For additional support with writing your job advert, please contact our Communications and Marketing Manager.
E: katherine.bevan6@nhs.net
Step 3
Shortlisting candidates
How to shortlist on Trac
What happens once your advert closes:
Once your advert closes, your Recruitment Advisor will move your vacancy to 'Shortlisting' on Trac. This is your cue to start reviewing applications using the scoring system you set up at the start of the process.
You should aim to complete shortlisting within three days of the advert closing.
How to score each candidate
What is the Guranteed Interview Scheme?
Longlisting vs. shortlisting
If no suitable candidate is found
Step 4
Interviewing candidates
Hiring manager responsibilities:
01
Set your interview date
02
Add the details to Trac
Interviews are your chance to meet the people behind the applications and understand what they could bring to your team. Your role is to make the process clear, fair, and welcoming so every candidate can show their best.
03
Organise your panel
Interview assessments
04
Run the interview
Interview panels
05
Upload your notes
Interview FAQs
Step 5
Making an offer
You’re nearly at the finish line. Once interviews are complete, it’s important to wrap things up quickly and fairly so candidates feel informed, and excited about joining your team. A structured approach here also helps us meet NHS employment standards and avoid delays.
Hiring manager responsibilities:
Let candidates know the outcome
01
Reflecting the interview outcome on Trac
02
Issue conditoinal offer letter
Move your successful candidate to offer
04
03
Step 6
Pre-employment checks are simply our way of making sure every new starter meets the essential requirements for their role. In the NHS, we follow six national employment check standards — these outline the checks we must complete before anyone can join our teams.
Pre-employment checks
01
02
Right to work
Identity
Professional registration and qualifications
03
04
References
05
06
Occupational health
DBS
Withdrawing an offer
What we do at this stage
Employment standards and regulation
References guidance
Step 7
Final offer, start date & induction
What you’ll need to do as the hiring manager:
Confirm the start date: Once you’ve agreed a start date with your candidate, let your Recruitment Advisor know so we can update Trac and trigger the next steps.
Once all pre-employment checks are complete, we’re ready to confirm the start date, issue the contract, and get everything in place for a smooth, welcoming first day.
Plan their first day: Make sure your new colleague knows:
What the SWL Recruitment Hub will do:
We’ll take care of the essentials behind the scenes:
Complete ID & Right to Work checks You must check original ID documents in person on Day 1. This is a legal requirement and confirms that the person starting is the same person interviewed and hired.
Tooltip
AI in recruitment
AI tools like ChatGPT, Copilot, Claude, and Gemini are creating new ways for people to put their best foot forward when applying for roles. As these tools become part of everyday working life, candidates are increasingly using them in applications and interviews. For hiring managers, the key is understanding what this means for recruitment and making sure our processes stay rigorous, fair, and human.
Our stance on AI in the recruitment process
We know candidates may choose to use AI tools when applying for roles, and we can’t (and shouldn’t) completely stop that. Instead, our focus is on ensuring the recruitment process remains fair, transparent, and focused on genuine skills and experience.
View our AI Toolkit for Hiring Managers
Frequently asked questions
Please see below for answers to some common enquiries we receive from hiring managers and what you can do to resolve them.
Interviews
Vacancy Management & Advertising
Employment Checks & Onboarding
Trac System Actions
If you have a more specific question, please reach out.
Useful documents
Click on the plus icon below, to view the appropriate contact details for your Trust.
St George's Univerisity Hospitals
Croydon Health Services
Recruitment Hub Senior Leadership Team
Epsom and St Helier
Kingston and Richmond
Key contacts
Get in touch
Escalation framework
If you have any thoughts, comments or feedback on this toolkit, we’d love to hear from you.
Please share your feedback at: katherine.bevan6@nhs.net
Accessibility statement:
Follow us on socials
Contact us
Email: krft.askrecruitment@nhs.net Tel: 0208 296 4045 Opening hours: Monday to Friday 9.00am to 5.00pm
If you need this document in an alternative format, or require any adjustments to support your accessibility needs, please contact us at: katherine.bevan6@nhs.net
Version: 1.0 Date Created: 27/11/25
What you’ll need to do as the hiring manager
1. Confirm the start date
Once you’ve agreed a start date with your candidate, let your Recruitment Advisor know so we can update Trac and trigger the next steps.
2. Plan their first day
Make sure your new colleague knows:
3. Complete ID & Right to Work checks
You must check original ID documents in person on Day 1. This is a legal requirement and confirms that the person starting is the same person interviewed and hired.
For further guidance, please click here
Set your interview date
Tip: Add the date to the advert if you can — it boosts attendance and helps candidates plan.
Interview panels guidance
Panel composition:
Diversity requirements:
Panel qualifications:
Panel members must be suitably qualified to assess candidates’ skills, knowledge, and suitability. Members should have up-to-date recruitment and selection knowledge (training is available if needed).Panel members must be of a higher grade than the role being interviewed, except when including the outgoing post-holder. For nursing posts, at least one panel member must be a registered nurse of a higher grade.
Conditional offer letters
What we do
Once you have moved the vacancy to offer, the SWL Recruitment Hub will usually send the conditional offer letter within two working days.
What candidates need to know
Conditional offers depend on all pre-employmewnt checks being completed. Please advise candidates not to resign from their current role until they receive an unconditional offer.
Flexible working
If you’ve agreed any flexible working arrangements, let us know so we can update the contract before it’s issued.
Occupational health checks
Occupational Health checks help us understand whether a candidate is fit and safe to carry out the role they’ve been offered. They’re not about excluding people — they’re about making sure we support them properly from day one. These checks also help prevent work-related illness, injuries, and the spread of infection across our services.
Why this matters:
Health assessments play a key role in:
How it works
1. Cority/Mediwork sends the candidate a health questionnaire as soon as their conditional offer is made. 2. The candidate completes it online and provides any relevant information. 3. If needed, Occupational Health may: o Invite the candidate to an assessment o Request evidence of immunisations o Discuss any adjustments or restrictions that might help them perform the role safely 4. Once cleared, the check is marked as complete and we move one step closer to agreeing a start date.
Who to contact: Croydon Health Services
Farha Malik Team leader farha.malik@nhs.net
Rachel Baichoo Team leader rbaichoo@nhs.net
Check your Trust’s vacancy-control process
Each Trust has its own approval route. Your HR team can confirm what documents or sign-offs you’ll need.
HR contact details:
ESTH: SGUH: KRFT CHS:
Add the details to Trac
Once you move your vacancy to Interview, you’ll be prompted to enter:- Interview date(s)
- Venue or meeting link
- Panel members
- Any tests or assessments
- Time slots
Complete all required fields and click Confirm.The SWL Recruitment Hub will then send candidates an email inviting them to book their preferred slot.Professional registration and qualifications
Before any registered healthcare professional starts with us, we must check their registration with the appropriate regulatory body (such as the NMC, HCPC, or GMC). This protects patients, colleagues, and the Trust.
Here's what the check confirms:
The Recruitment Hub does not validate certificates.
How to write a person specification
AND NOT DISCRIMINATE - E.G. NUMBER OF YEARS OF EXPERIENCE
Pre-employment checks: Roles & responsibilities
Before any confirmed offer, the following checks must be completed:
Identity verification – recruitment team Right to work in the UK – recruitment teamDBS check (if applicable) – recruitment completes; manager reviews/approves any issuesProfessional registration/qualifications (if applicable) – recruitment teamOccupational Health clearance – recruitment and occupational health teamEmployment history/references – recruitment requests; manager approves
Do's and don'ts
Speak directly to the candidate (“you will…”)
Writing your job advert
Use plain English — avoid jargon and acronyms
Your job advert is your shop window — it should be clear, inviting, and candidate-focused.
Highlight benefits (e.g., development, flexible working, team culture)
Key elements to include:
Include interview date if possible. This improves attendance
Job title and grade
Main responsibilities (impact of the role, not just tasks)
Copy and paste the job description
Team or ward profile (insight into people and culture)
Use vague phrases like “dynamic environment” without context
Contact details for informal questions
Closing and interview dates
Overload with long paragraphs — keep it short and scannable
Try: “In this role, you’ll develop your leadership skills while overseeing a team of junior staff.”
Instead of: “In this role, you’ll manage a team.”
Think about why a candidate should choose your role over others.
Interview assessments – What managers need to know
Common assessment options
Alongside a structured interview, you may choose to include additional activities to test skills that can’t easily be assessed through questions alone.
Presentations
Why use assessments?
Group exercises
Assessments help you understand a candidate’s real-world ability to perform key parts of the job.
They should always:
Written scenarios or case studies
Important principles
Psychometric tests
Practical skills tests
Support from the Recruitment Team
Managers are welcome to design their own assessments, and the Recruitment Team is available to offer guidance and share best-practice advice.
The Guaranteed Interview Scheme
If a candidate:- Has declared a disability
- Is a member of the armed forces
- Is eligable for redployment
…and they meet all essential criteria, they must be invited to interview, regardless of their total score. Any reasonable adjustments must be made for them to attend.Your job advert is your shop window — it should be clear, inviting, and candidate-focused.
Writing your job advert
Key elements to include:
Do's and don'ts
Speak directly to the candidate (“you will…”)
Use plain English — avoid jargon and acronyms
Highlight benefits (e.g., development, flexible working, team culture)
Include interview date if possible. This improves attendance
Copy and paste the job description
Use vague phrases like “dynamic environment” without context
Overload with long paragraphs — keep it short and scannable
Job title and grade
Main responsibilities (impact of the role, not just tasks)
Team or ward profile (insight into people and culture)
Contact details for informal questions
Closing and interview dates
Think about why a candidate should choose your role over others.
Instead of: “In this role, you’ll manage a team.”
Try: “In this role, you’ll develop your leadership skills while overseeing a team of junior staff.”
References
Prepare the job description and person specification
Job description: Review to ensure it is up to date, relevant, and band-matched according to the role’s terms and conditions.
Person specification: Clearly separate essential and desirable criteria to make shortlisting fair and consistent.
A clear, up-to-date job description and person specification set expectations for candidates and make shortlisting smoother.
Prepare the job description and person specification
Job description: Review to ensure it is up to date, relevant, and band-matched according to the role’s terms and conditions.
Person specification: Clearly separate essential and desirable criteria to make shortlisting fair and consistent.
A clear, up-to-date job description and person specification set expectations for candidates and make shortlisting smoother.
Withdrawing an Offer
An offer of employment can be withdrawn at any stage of the pre-employment checks if there is a valid concern.
Common reasons include:
Process: The recruiting manager must call the applicant to explain the withdrawal. The recruitment team will then issue a written withdrawal letter confirming the reason.
How to write a job advert
You may see candidates sitting in two areas:
Where you score and make decisions.
Shortlisting
VS
Longlisting
Candidates automatically land here while the advert is live.
Candidates who require sponsorship will often remain in longlisting by default. If you want to consider these candidates, ask your Recruitment Advisor — we’ll move them into the shortlisting area for you.
Senior leadership team at The Hub
Head of resourcing
Asad Beg
asad.beg2@nhs.net
Operations and International Recruitment Manager
Omer Faredi
omer.faredi@nhs.net
Ope Akinboluwajo
o.akinboluwajo1@nhs.net
Senior Resourcing Team Leader
Communications and Marketing Manger
Katherine Bevan
katherine.bevan6@nhs.net
Business and Compliance Manager
alisha.nadesan1@nhs.net
Alisha Nadesan
Idenity checks
Verifying ID is the most important of all the employment checks.
The identity check starts as soon as a conditional offer is made.
- If digital verification isn’t possible, we’ll complete the check face-to-face instead.
Most candidates will need to provide:- DBS checks can only begin once identity is fully verified.
And finally — every single new starter must complete an identity check. There are no exceptions.Right to Work
Checking that someone is legally allowed to work in the UK
A Right to Work check confirms whether a candidate has the legal permission to work in the UK. It’s a legal requirement, and no one can start in post until this check is fully complete.
How the check is done:
If a candidate doesn’t currently have the right to work:
Share codes (for non-British / non-Irish citizens)
If a candidate isn’t a British or Irish citizen, they must generate a share code from the Home Office website.
Professional registration and qualifications
Before any registered healthcare professional starts with us, we must check their registration with the appropriate regulatory body (such as the NMC, HCPC, or GMC). This protects patients, colleagues, and the Trust.
Here's what the check confirms:
The Recruitment Hub does not validate certificates.
Move your successful candidate to offer
Before clicking “Confirm” in Trac, double-check:
- Contract type
- Weekly hours
- Salary and banding
- Interview paperwork attached
- Any part-time / flexible working discussions
If your offer is above the authorised WTE, Trac will automatically prompt you for additional approval. Once everything looks right, move the vacancy to Offer — this triggers the Hub to send the conditional offer letter.Right to Work
Checking that someone is legally allowed to work in the UK
A Right to Work check confirms whether a candidate has the legal permission to work in the UK. It’s a legal requirement, and no one can start in post until this check is fully complete.
How the check is done:
If a candidate doesn’t currently have the right to work:
Share codes (for non-British / non-Irish citizens)
If a candidate isn’t a British or Irish citizen, they must generate a share code from the Home Office website.
Score each candidate
Open each application in Trac and score it using the points you assigned earlier.
You’ll need to agree a cut-off score. The candidates with the highest overall scores — can then be invited to interview.
Upload your notes
After the interviews:- Upload your interview notes to Trac
- Record scores and outcomes clearly
- Make sure decisions are evidence-based and linked to your scoring framework
This keeps the process transparent, protects you and your candidates, and ensures we can move quickly to the offer stage.Your job advert is your shop window — it should be clear, inviting, and candidate-focused.
Step 3
Writing your job advert
Key elements to include:
Do's and don'ts
Speak directly to the candidate (“you will…”)
Use plain English — avoid jargon and acronyms
Highlight benefits (e.g., development, flexible working, team culture)
Include interview date if possible. This improves attendance
Copy and paste the job description
Use vague phrases like “dynamic environment” without context
Overload with long paragraphs — keep it short and scannable
Job title and grade
Main responsibilities (impact of the role, not just tasks)
Team or ward profile (insight into people and culture)
Contact details for informal questions
Closing and interview dates
Think about why a candidate should choose your role over others.
Instead of: “In this role, you’ll manage a team.”
Try: “In this role, you’ll develop your leadership skills while overseeing a team of junior staff.”
What the SWL Recruitment Hub will do
We’ll take care of the essentials behind the scenes:
- Add the new starter to ESR/payroll.
Important: Candidates won’t receive IT logins or Smartcard access until the start date is booked in Trac and the hire has fully completed. Each Trust has its own lead times, so please allow plenty of notice.Criminal record (DBS) checks
A DBS check provides information about a person’s criminal record history. The level of check required will have been agreed at the approval stage, so it’s important this matches the role to avoid delays.
What you need to know:
In exceptional circumstances, a risk assessment can be completed to allow someone to start earlier — but only if:
- The DBS check is already in progress, and your Trust HR team approves it.
If a candidate declares a conviction, please complete a positive disclosure risk assessment with your HR team.If no suitable candidate is found
Don’t worry — it happens.
Just contact the SWL Recruitment Hub and we’ll explore next steps together, such as:- Re-advertising
- Amending the job description
- Bespoke or targeted recruitment support
If a vacancy has been re-advertised more than twice, it is considered hard to fill.
Please contact Katherine, our Communications and Marketing Manager to discuss how we can support you in successfully filling the role.
E: katherine.bevan6@nhs.net
Who to contact: St George's Hospital
David Ezekwelu Team leader david.ezekwelu2@nhs.net
Grace Okeke Team leader grace.okeke1@nhs.net
Informing candidates of the interview outcome
Be clear about the timeline
Let all candidates know when to expect a decision - especially if you expect there to be any sort of delay.
Make the calls
Contact both successful and unsuccessful candidates by telephone to advise them of the outcome and offer to provide any feedback.
Update Trac
Please update Trac within two working days of the interviews. This helps us move quickly with offers and candidate communication.
Idenity checks
Verifying ID is the most important of all the employment checks.
The identity check starts as soon as a conditional offer is made.
- If digital verification isn’t possible, we’ll complete the check face-to-face instead.
Most candidates will need to provide:- DBS checks can only begin once identity is fully verified.
And finally — every single new starter must complete an identity check. There are no exceptions.What you’ll need to do as the hiring manager
1. Confirm the start date
Once you’ve agreed a start date with your candidate, let your Recruitment Advisor know so we can update Trac and trigger the next steps.
2. Plan their first day
Make sure your new colleague knows:
3. Complete ID & Right to Work checks
You must check original ID documents in person on Day 1. This is a legal requirement and confirms that the person starting is the same person interviewed and hired.
For further guidance, please click here
Who to contact: Kingston and Richmond
David Ezekwelu Team leader david.ezekwelu2@nhs.net
Grace Okeke Team leader grace.okeke1@nhs.net
References
Who to contact: Epsom and St Helier
Farha Malik Team leader farha.malik@nhs.net
Rachel Baichoo Team leader rbaichoo@nhs.net
Run the interview
During the interview:- Welcome each candidate warmly — interviews can be nerve-wracking.
- Take clear, detailed notes throughout.
- Score each candidate consistently using the same scoring system for every question.
- Stick closely to your questions to make sure everyone has an equal opportunity to shine.
Occupational health checks
Occupational Health checks help us understand whether a candidate is fit and safe to carry out the role they’ve been offered. They’re not about excluding people — they’re about making sure we support them properly from day one. These checks also help prevent work-related illness, injuries, and the spread of infection across our services.
Why this matters:
Health assessments play a key role in:
How it works
1. NLPSS sends the candidate a health questionnaire as soon as their conditional offer is made. 2. The candidate completes it online and provides any relevant information. 3. If needed, Occupational Health may: o Invite the candidate to an assessment o Request evidence of immunisations o Discuss any adjustments or restrictions that might help them perform the role safely 4. Once cleared, the check is marked as complete and we move one step closer to agreeing a start date.
Criminal record (DBS) checks
A DBS check provides information about a person’s criminal record history. The level of check required will have been agreed at the approval stage, so it’s important this matches the role to avoid delays.
What you need to know:
In exceptional circumstances, a risk assessment can be completed to allow someone to start earlier — but only if:
- The DBS check is already in progress, and your Trust HR team approves it.
If a candidate declares a conviction, please complete a positive disclosure risk assessment with your HR team.Pre-employment checks: Roles & responsibilities
Before any confirmed offer, the following checks must be completed:
Identity verification – recruitment team Right to work in the UK – recruitment teamDBS check (if applicable) – recruitment completes; manager reviews/approves any issuesProfessional registration/qualifications (if applicable) – recruitment teamOccupational Health clearance – recruitment and occupational health teamEmployment history/references – recruitment requests; manager approves
Creating a vacancy
To begin, you must enter the vacancy request on Trac, with the recruitment team assisting where necessary. The minimal information below needs o be entered to request authorisation:
You'll find guidance on:
You'll find guidance on:
Vacancy approvals → how to get roles signed off and ready for advertising
Advertising a job → writing effective adverts that attract the right candidates
Shortlisting → reviewing applications fairly and efficiently
Interviews → running structured, consistent interviews
Making an offer → communicating with candidates and updating TRAC
Employment checks → NHS pre-employment standards
Start date & induction → ensuring your new starter is welcomed successfully
AI in recruitment → What to do if you suspect a candidate has used AI
Organise your panel
A strong, fair panel makes all the difference.- You’ll need at least two interviewers to reduce bias and ensure consistency.
- Include assessments or practical tasks if they help you measure the skills that matter most.
- Prepare your interview questions and scoring criteria in advance.
Reflecting the interview outcome on Trac
Ensure you reflect the outcome of the interview on Trac.
The KPI for managers to upload the interview outcome to Trac is two days.
After completing the above, 'Move the vacancy to offer.'
For futher guidance, click here
Our stance on AI in the recruitment process
We know candidates may choose to use AI tools when applying for roles, and we can’t (and shouldn’t) completely stop that. Instead, our focus is on ensuring the recruitment process remains fair, transparent, and focused on genuine skills and experience.
Why this matters
Values
Fairness
Authenticity
Trust
Applications and interviews reflect a person’s own skills and potential.
Every candidate competes on equal terms.
Supports transparent, inclusive hiring.
Clear guidance helps candidates feel informed and respected.
Advertising your role
Once your role is approved, it’s time to share it with potential candidates.
Pre‑publication checklist:
Before your advert goes live, make sure:
Hard‑to‑fill vacancies
Job title, grade, location, team, and contact details are included Language is clear, engaging, and candidate‑focused The opening line captures attention Interview date is listed (if available) The advert has been reviewed for equality and inclusivity compliance
If a role does not attract sufficient candidates after being advertised multiple times, it will be classed as hard‑to‑fill. Please inform us as we can advise on targeted strategies and arrange bespoke advertising to reach the right audience.
Interview FAQs
View more FAQs
Who can move the vacancy to interview on Trac?
What is an interview pack and where can I locate this?
What do I need to consider when interviewing candidates with a disability/ or require adjustments?
- Questions relating to a candidate’s disability or personal circumstances should not be asked unless they relate to the candidate’s ability to perform the role.
- It is suggested that the minimum time for an interview should be 30 minutes. Candidates with disabilities should be provided with the right conditions to undertake the interview and any tests, with reasonable adjustments (e.g. allowing extra time) if required.
A comprehensive record, with the reasons for the decisions made, should be kept for each interview conducted. This record of interviews could be important evidence in defence of any subsequent allegation of discrimination and should be kept on file for one year. Please note, candidates can request to see all the information held on them, including all interview notes.Withdrawing an Offer
An offer of employment can be withdrawn at any stage of the pre-employment checks if there is a valid concern.
Common reasons include:
Process: The recruiting manager must call the applicant to explain the withdrawal. The recruitment team will then issue a written withdrawal letter confirming the reason.
Interview FAQs
View more FAQs
Who can move the vacancy to interview on Trac?
What is an interview pack and where can I locate this?
What do I need to consider when interviewing candidates with a disability/ or require adjustments?
- Questions relating to a candidate’s disability or personal circumstances should not be asked unless they relate to the candidate’s ability to perform the role.
- It is suggested that the minimum time for an interview should be 30 minutes. Candidates with disabilities should be provided with the right conditions to undertake the interview and any tests, with reasonable adjustments (e.g. allowing extra time) if required.
A comprehensive record, with the reasons for the decisions made, should be kept for each interview conducted. This record of interviews could be important evidence in defence of any subsequent allegation of discrimination and should be kept on file for one year. Please note, candidates can request to see all the information held on them, including all interview notes.How do I upload the interview scores on Trac please?
You can only upload interview notes when viewing an individual applicant. Make sure you only upload documents that belong to that applicant.
Uploading interview notes for every interviewed applicant is a mandatory requirement.
When conducting a remote interview, who is responsible for sending out the direct MS Teams/Skype/Zoom link to the candidates?
The lead interview panel member or hiring manager is responsible for setting up and sending our links for virtual interviews to candidates for interviews. We advise that you send these links at least 48 hours prior to the interview date to allow ample notice for candidates.
How can I check the status of my candidate’s employment checks?
You can check whether your candidate has completed their employment checks by logging onto Trac, where you, as a manager will be able to view the information relating to your specific post and the progress of the pre-employment checks.
How can I re-advertise a vacancy due to not enough suitable candidates?
To re-advertise a vacancy that has closed please use the Trac communication portal to email your recruitment advisor directly.
What should I do if I need to close a vacancy early due to a high volume of applicants?
If you need to close a vacancy early, please contact your Recruitment Advisor.
How can I transfer a vacancy to a new manager?
To transfer vacancies to a different hiring manager please contact your Recruitment Advisor.
How can I ensure the recruitment process goes as smoothly as possible?
How can I re-activate an application that ended up in rejected on Trac, by error?
To re-activate applications please contact your Recruitment Advisor.
How do I move a candidate to offer reserve?
To move a candidate into a reserve stage following interview you can follow this handy Trac guide.
How can I be named as the lead shortlister so that I can move the vacancy to interview?
This request can be actioned but it must come from the lead hiring manager. Please contact your Recruitment Advisor.
I require Trac training, how do I book onto this?